Hr / Admin Assistant

Job purpose

The HR Assistant supports day-to-day human resources operations, including recruitment, onboarding, staff records, attendance and leave, so that NFDP has the right people in place and complies with labour law and internal HR policies.

Key responsibilities

Recruitment and onboarding

• Post vacancies, screen applications and prepare shortlists with the hiring manager.
• Schedule interviews and written tests; prepare interview packs and take notes.
• Conduct reference checks and safeguarding/background checks.
• Prepare offer letters and contracts, and coordinate induction for new staff.

Staff records and administration

• Maintain accurate, confidential personnel files (physical and electronic) and the HR database.
• Track contract end dates, probation reviews and staff ID cards.
• Process leave requests and maintain leave and attendance records.
• Prepare monthly HR inputs for payroll (new hires, exits, leave without pay, overtime, deductions).

Employee relations and welfare

• Respond to staff enquiries on HR policies, benefits and entitlements.
• Support performance appraisal cycles by tracking timelines and filing completed appraisals.
• Support exit processes, including clearance forms and exit interviews.
• Assist with staff welfare, health insurance enrolment and pension registration.

Compliance and reporting

• Ensure HR practices follow national labour law and NFDP policies, including safeguarding (PSEA) and code of conduct sign-off.
• Prepare monthly HR reports (headcount, vacancies, leave).
• Support HR audits and donor HR compliance reviews.

Qualifications and experience

• Bachelor\'s degree or HND in Human Resource Management, Business Administration, Social Sciences or a related field.
• At least 2 years of HR experience, preferably in an NGO or humanitarian setting.
• Membership or student membership of a professional HR body (e.g. CIPM in Nigeria) is an advantage.
• Working knowledge of national labour law.

Skills and competencies

• Strong attention to detail and record keeping.
• High integrity and ability to handle confidential information.
• Good proficiency in MS Word, Excel and HR information systems.
• Good interpersonal and communication skills.
• Fluency in English; knowledge of a local language (e.g. Hausa or Kanuri) is an advantage.

CODE OF CONDUCT & SAFEGUARDING

NFDP maintains zero tolerance for fraud, corruption, sexual exploitation and abuse. The Human Resources Assistant will be required to adhere to the Code of Conduct, Child Safeguarding, Anti-Fraud, PSEA, and Whistleblowing policies.